Rowett Architecture - Privacy Notice (for Employees & Work Experience Students)
Data Controller (who decides how your personal data is processed and for what purposes):
What personal data may be collected:
As part of the HM Revenue and Customs (HMRC) Starter Checklist the following information may be collected about you:
Other personal data that may be collected:
- Date of birth and/or age;
- Correspondence address;
- National Insurance number;
- Employment start date;
- Job status (whether you hold another job);
- Student Loan status.
- Contact information, including: email address(es) and telephone number(s);
- Bank account details;
- Relevant qualifications;
- Driving License;
- Tax codes;
- Health status;
- Other personal data you may have provided in the form of a CV and/or Portfolio;
- Reviews and other meeting notes;
Note: For Work Experience students less personal information may be required. This may be supplied on the Work
Experience Placement Approval and Consent Form rather than the HMRC Starter Checklist.
Where we obtain personal data:
- Your family members, if applicable;
- In some cases we may also obtain personal data from websites, where it is publicly available.
Note: If any of your personal data becomes superseded you should communicate this to us at your earliest
convenience, along with updated information (if required).
Note: You have the right to ask for a copy of the personal data we hold on you. You may also ask us to delete
information if it is not required for legal purposes.
How your personal data may be used:
The lawful bases we operate under:
- To communicate with you, as required;
- To ensure you hold a valid driving license;
- To maintain our records and accounts in line with our legal duties.
- Contract: Processing necessary for the performance of a contract (or necessary to enter into a contract);
- Legitimate Interests: Processing necessary for the purposes of the legitimate interests of the data controller (us) or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject (you);
Examples of how we may process personal data on the basis of legitimate interests:
- To provide you with a reference for future jobs;
- To provide you with information to complete your PEDR forms.
This is classed as ‘legitimate interests’ as we are not contractually obliged to do this.
Who we share your data with:
We do not sell, trade, or otherwise transfer to outside parties any personally identifiable information. This does not include trusted third parties who assist us with payroll, accounting and otherwise conducting our business. Such trusted parties may have access to personally identifiable information on a need-to-know basis and will be contractually obliged to keep your information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our policies, or protect ours or others rights, property, or safety. However, non-personally identifiable information may be provided to other parties for marketing, advertising, or other uses.
How our data processes effect you:
We only collect personal data if it is required, or likely to be required, to fulfil our contractual obligations to you, or
to provide evidence of your suitability for your job role.
Our data retention period:
We are required to keep records of all previous members of staff for six years after the end of their employment.
Following this period all personal data will be securely deleted, except names, health data and timesheets, which we
are required to keep for forty years to meet our insurance obligations. Data may be retained for longer to meet
other legal obligations, if required. A copy may be retained on back-up systems for a period of time following this.
Transfer of data abroad:
We may use Dropbox or OneDrive to send files where these files are too large to email, or to share non-personal
data. We also use Evernote as an internal work chat and to take notes, which may include some personal data.
Otherwise, we do not generally transfer personal data outside the European Economic Area (EEA).
Changes to our privacy notice:
Any changes we make to our privacy notice, including if we wish to use your personal data for a new purpose not
covered here, will be notified to you by email. We also suggest checking this page regularly for updates.
How to make a complaint:
If you are not satisfied with the way we have handled your personal data, please contact Robert Rowett on 01208 873323 or via our contact form here
. If we cannot resolve your complaint to your satisfaction you have a right to
lodge a complaint with the Information Commissioner’s Office (ICO) on 03031 231113 or via
For further information on the General Data Protection Regulations (GDPR) and your rights please check the ICO